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There are two special announcements today. First: Auto-Create Email Signature

When you send most FORMS or when you send a Quick Email from the Client List grid using the little envelope icons, ReloSpec will add your own Email Signature to the outgoing email. That is, if you have one! Many do not, and we have made life easier once again by adding the ‘Auto-Create’ button next to the Email Signature field in the Users page.

To create your own email signature, from the Main Menu, click SETTINGS, click USERS, click the pencil for the record you want to update and next to the Email Signature field click the Auto-Create button, click OK, then click UPDATE CURRENT RECORD. Clicking the button will REPLACE whatever you currently have in the field.

Clicking the button will insert your Name, Company Name, Address, City, State, Zip, Phone, Fax, Email and a link for the Referral Submit Form with your name inserted. (See the announcement below about the updated Referral Submit Form.) The link will say, “Click here to send a Referral!” and when the email recipient clicks the link the Referral Submit Form will open and allow the recipient to submit a referral directly to your Import table!

Second: Customize Referral Submit Notification

Many ReloSpec users have a link in their Email Signature (or on their website and other places) that allows agents and others to submit a referral online. And, when a referral is submitted, ReloSpec looks to see if there is a user in your Users table named “Referral Submit Form”. If there is, ReloSpec looks up the email address and sends a notification to that address.

Now, it is possible to customize the link so that ReloSpec will send the notification to the person whose email signature was used. Let’s say there are three people in your department and if the link for person ‘A’ is clicked you may want the notification email to go to that person as opposed to ‘B’ or ‘C’. Now you can!

To add the link to your Email Signature in the Users table, copy and paste the following into the field:

Replace the “DATABASE_NAME” with the name of your ReloSpec database and replace the “NAME_TO_BE_USED” with the name in the second field on the Users page. NOTE: If you have two names there such as “David Apple” you’ll need to put a “+” instead of a space. So, the NAME_TO_BE_USED would be “David+Apple”.

Don’t want to copy/paste and worry about the special characters and symbols? I don’t blame you! Just use the ‘Auto-Create’ button and all of that is done for you automatically. So, why have these extra instructions? Some of you have special signatures including your picture and other graphics. These instructions allow you to use everything together.

Do you want to send the ‘Initial Contact’ form every day to the agent, but then stop sending it once the agent says ‘YES’ – the contact with the client has been made? Now you can.

You were always able to create an AutoPilot item that repeated itself every day, but now the ‘Initial Contact’ form is “smarter”. ReloSpec will watch the responses coming back from the form. If the agent answers ‘NO’ that contact with the client has not yet been made, ReloSpec will continue to send the form each day. If/when the agent answers ‘YES’ that the contact with the client has been made, ReloSpec will mark the AutoPilot ‘Complete’ and stop sending the form.

ReloSpec is looking for AutoPilots sending the ‘Initial Contact’ form, so other AutoPilots you may have will not be affected.

You don’t need to monitor the responses or do anything to stop sending the form to the agent. ReloSpec will watch for the response and stop sending the form when the agent reports contact with the client.

This cool feature works with the ‘Initial Contact’ form and the short version ‘Initial Contact 2’.

The easiest way to make this happen is to add an AutoPilot item to an Action Plan that sends the ‘Initial Contact’ form to the assigned agent. Mark the [Repeat?] field YES and in the [Repeat in how many days?] field leave it at 1. The ReloSpec AutoPilot will send the form each day until the agent responds to the form with a YES. ReloSpec will then automatically stop sending the form.

Just set it and forget it. It’s another way that ReloSpec saves you time.

As a part of the development with the new Express features, the Import page is now cleaner, better organized and easier to use. In addition to the ‘Check for Duplicates’ features it had before, you may now easily select individual records using the new check boxes and either DELETE them or IMPORT them all.

In addition the new green SELECT buttons allow you to open the selected record in one of the new Express pages, select Contacts or Agents as needed, make other choices including the Action Plan to be used and SUBMIT. Submitting the page will move the record to the Client List page, run the Action Plan and the resulting AutoPilots; all in one simple click!

Also the new Import page has a new column displaying the ‘Origin’ of the record. If it was submitted by another broker it will display it as a B-2-B (Broker-to-Broker). If it came from a Referral Submit Form it will display that, etc.

Thanks to all those people who have helped us identify the needs and make suggestions as to filling those needs with ReloSpec.